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How to Meet Your Clients' ESG Expectations? EcoVadis Can Help

2025-05-23 11:00
More and more companies are facing growing pressure to demonstrate their sustainability, ethical business practices, and responsible governance—collectively known as ESG (Environmental, Social, Governance). Especially for suppliers to multinational companies, proving ESG commitment is no longer optional. In many cases, it’s a requirement. And this is exactly where EcoVadis comes in.

What is EcoVadis and Why Does It Matter?

EcoVadis is a globally recognized ESG rating platform that assesses companies’ sustainability performance. An EcoVadis score or certification is often a key condition for winning tenders, maintaining business partnerships, or qualifying as an approved supplier. In the Czech Republic, search interest for terms like EcoVadis certification, esg rating, and esg score is steadily growing—reflecting the increased relevance for businesses of all sizes.

How Can EcoVadis Help You Fulfill Client Requirements?

If your client requests ESG documentation or specifically asks for an EcoVadis assessment, you’ll want to approach the process strategically:
  • Identify what you're already doing well – Do you have a Code of Ethics? Diversity policy? Waste sorting in place? Many activities can be used as evidence; they just need to be properly documented.
  • Think like an auditor – EcoVadis doesn’t just accept declarations; they require proof. It’s not enough to say you support human rights—you need to show how.
  • Understand your client’s expectations – Some clients communicate the minimum EcoVadis score they expect. This helps you prioritize what to highlight in your submission.
  • Track your ESG score over time – Your EcoVadis rating isn’t permanent; it can and should improve each year. To maintain a valid EcoVadis score, companies must go through the reassessment process every 12 months.

Common Gaps: Well-Written Policies, but No Implementation

One of the most common issues we see among companies is that they have policies—but lack action. Many organizations have detailed and well-written ESG policies, but:
  • They haven't defined clear goals or action plans to implement those policies.
  • There are no documented responsibilities, timelines, or performance indicators.
  • Even strong policies often lack evidence of implementation—for example, no proof that employees have been trained on the policy or understand how to apply it in practice.

Flagship Impact Helps You Turn Policies into Practice

At Flagship Impact, we specialize in helping companies succeed with EcoVadis assessments—but our support goes beyond filling in the questionnaire. The area where we help most is turning policies into real-world action. That includes:
  • Defining practical and measurable ESG goals
  • Designing realistic action plans with timelines and responsibilities
  • Providing templates and guidance for documentation and training evidence
  • Providing templates for reporting required by EcoVadis
  • Ensuring internal teams know how to implement ESG practices effectively
Whether you're completing EcoVadis for the first time or trying to improve your score, we help bridge the gap between intention and execution.

Frequently Asked Questions (FAQ)

What does a document need to meet to be eligible for EcoVadis?

EcoVadis only accepts official, current, and evidence-based documents. To be eligible, a document must meet the following criteria:
  • Dated and valid – ideally issued or updated within the last 2 years
  • On company letterhead – documents should include the company name and logo to verify authorship
  • Approved by management – policies should be signed or formally endorsed by a responsible person
  • Specific and relevant – general promotional content or vague statements will not be accepted
  • Company-specific – avoid using generic templates that have not been tailored to your operations
  • Machine-readable format – documents must be uploaded in a readable format (e.g., PDF, Word)
EcoVadis accepts documents in your company’s native language—as long as they are machine-readable. A certified English translation is not required, but providing one may speed up the evaluation process, especially for assessors unfamiliar with your language.

How can I prove that a policy is actually being used?

Having a policy is a start, but EcoVadis wants proof of implementation. You can demonstrate this by:
  • Training records – e.g., attendance sheets, screenshots from e-learning, or signed confirmations
  • Internal communications – newsletters, intranet posts, or onboarding materials showing the policy is shared
  • Process integration – linking the policy to procedures (e.g., whistleblowing integrated in HR process)
  • Follow-up actions – evidence that the policy leads to audits, KPIs, or corrective measures
  • Responsibility assignments – showing who is in charge of enforcing the policy

What are examples of quantitative and qualitative ESG goals?

Quantitative goals are measurable targets such as:
  • Reduce CO₂ emissions by 15% by 2026
  • Ensure 100% of suppliers sign a Code of Conduct
  • Achieve 30% female representation in leadership roles
  • Conduct anti-corruption training for 100% of employees each year
Qualitative goals are descriptive and often process-related, such as:
  • Improve employee awareness of diversity and inclusion
  • Strengthen supplier engagement on sustainability topics
  • Develop a formal sustainability roadmap by Q4
  • Build partnerships with local community organizations
  • Train 100% employees in sustainable procurement

How do I prove that I set these ESG goals?

EcoVadis expects to see that your goals are not just intentions, but part of your ESG management process. You can demonstrate this by:
  • Including goals in strategic documents (sustainability reports, action plans, management reviews)
  • Referring to them in meeting minutes or management presentations
  • Creating performance dashboards or KPI tracking sheets
  • Showing baseline data and expected progress (e.g., "from 50% to 80% by next year")
  • Assigning goals to specific teams or departments with timelines
Flagship Impact can help you set up, formalize, and track both qualitative and quantitative ESG goals in a way that aligns with EcoVadis scoring criteria.

We are a small company and don’t have formalized policies—how can we prove that our documents are valid?

EcoVadis understands that smaller companies may not have the same level of documentation as large corporations. You can still score well if you demonstrate that your practices are real, relevant, and traceable. Here's how:
  • Use what you have – Existing procedures, checklists, internal emails, or training materials can be valid evidence
  • Put it on letterhead – Reformat informal documents with your logo and date to show ownership and professionalism
  • Get management approval – Even a short policy or procedure is more credible if it’s signed or endorsed by leadership
  • Describe your approach – A one-page policy that clearly explains how you manage a topic (e.g., health & safety, data protection) is better than a long, generic one
  • Add proof of use – Meeting notes, photos, or internal messages that show the policy is in practice help validate the content
Flagship Impact can help you turn your existing practices into compliant, well-documented evidence—even if you're just getting started.

I have documentation from my parent company, but we haven’t implemented those policies locally—what should I do?

EcoVadis allows you to submit documentation from your parent company if it's relevant to your operations. However, having the policy is not enough—you must also prove that it's being applied locally. Here’s what you can do:
  • Show how the policy is applied at your site – For example, provide local training records, internal emails, or meeting minutes referring to the policy
  • Translate it into action – If the parent company has a Code of Ethics, show how your team has been informed and how it affects your local decision-making
  • Adapt if needed – If the parent policy is too generic, you can create a brief local addendum or implementation note explaining how it's used in your context
  • Avoid “copy-paste” risk – If you submit group policies without any local context or proof of use, they may not contribute much to your EcoVadis score
Tip: EcoVadis assesses not just the existence of documents, but also their deployment and effectiveness. Flagship Impact can help you bridge the gap between group-level strategy and local implementation, ensuring your submission is both credible and impactful.

How much time do companies usually need to prepare for EcoVadis—and to implement real change?

The time required depends on your company's size, existing documentation, and whether you're submitting for the first time or renewing. When working with Flagship Impact, here’s what you can expect:

For EcoVadis preparation with external support:

  • First-time submissions: Typically 4–8 weeks, including gathering documentation, drafting or formalizing policies, preparing evidence, and completing the questionnaire.
  • Renewals or score improvements: Usually 2–4 weeks, focusing on updating content and addressing areas where improvement is needed.
  • With expert guidance, internal workload is reduced to just a few hours per week—mainly to review documents and answer targeted questions.

For full implementation of new policies and ESG measures:

While submission prep is quick, implementing new policies and building the evidence to prove they're in use takes longer—typically 6 to 9 months. This includes:
  • Developing and approving policies
  • Communicating them internally
  • Training employees
  • Assigning roles and responsibilities
  • Monitoring progress and outcomes
  • Documenting your action plans and first results
Starting early is key—especially if you're building your ESG system from the ground up. Flagship Impact can support you not only during the submission phase but throughout your long-term ESG journey.

Ready to Start?

If you want to meet your clients’ ESG requirements and open the door to more business opportunities, a good EcoVadis rating is the way forward. It helps you better understand your own impact—and gives your clients the confidence to continue working with you.
Need help preparing for your EcoVadis certification, setting ESG goals, or improving your EcoVadis score? Contact Flagship Impact—we’re here to support you every step of the way.